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Associate Facilities Officer
3 dagen geleden
**Deadline for Applications**:
- 21/12/2024 (midnight The Hague time)**Organizational Unit**:
- Facilities Management Unit, General Services Section, Registry**Duty Station**:
- The Hague - NL**Type of Appointment**:
- Fixed-term Appointment**Post Number**:
- E-8915**Minimum Net Annual Salary**:
- €72,066.00**Contract Duration**:
- For initial appointments, the Court offers a two-year appointment with the possibility of extension (six month probationary period).**Organisational Context**
The General Services Section (GSS) organizationally belongs to the Division of Management Services in the Registry. The GSS consists of four units: the Facilities Management Unit (FMU), that is responsible for operation and management of the owner occupied Headquarter Premises at The Hague and assessment and adaptation of rental premises at the Court’s field locations; the Procurement Unit (PU) which provides value for money goods and services required by all Organs of the Court; the Transport and Logistics Unit (TLU), providing distribution, supply chain services, fleet management and shipping at HQ and field locations. The Travel Unit (TU) is responsible to provide all official travel of the ICC. The Chief GSS reports to the Director of Management Services.
The ICC Headquarter Premises are purpose-built facilities with an overall useful space of 56,000 m2. The building has an office part for up to 1,200 staff members, 3 courtrooms equipped with interpretation facilities and audio-visual technology according to international standards, detention areas, a media centre, a conference centre, staff and visitors’ restaurant, library, a visitors’ centre and exhibition area, parking space and extensive landscape. Furthermore, the ICC operates offices in several of the countries in which investigations are being conducted.
**Duties and Responsibilities**
Under the direct supervision of the Head, Facilities Management Unit, the incumbent performs the following tasks:
- Manage the FMU soft services and hospitality contracts_
- Manage the outsourced services through established service contracts such as cleaning services, catering, banqueting and vending machine contracts, landscaping and greenery maintenance, furniture maintenance, utilities such as water, power, heating and cooling supply;
- Liaise regularly with the service contractors to ensure contractual compliance and optimal services;
- Prepare and review budgets for the operational service contracts;
- Standardize operations including constant monitoring and inspection of contractors’ performance;
- Monitor the processes that ensure contractual compliance of vendors and approve the payment of invoices for submission to the Finance Section;
- Manage the financial aspect of the FMU soft services and hospitality contract and advice the Head of FMU on all aspects as part of the GSS Budget during budget preparation and implementation;
- Produce financial reports on all outsourced FM services and present to the Head of FMU;
- Review expenditures and record trends in FMU’s financial obligations.
- Manage the day to day operation of FMU Service Desk and handyman personnel_
- Deliver an effective, responsive and client-friendly help-desk operation;
- Supervise FMU operational staff and conduct performance appraisals for Service Desk clerks and handymen;
- Set priorities for deliverables and evaluate performance of both in
- and outsourced services;
- Fulfil the role of first level escalation for vendor and client concerns relating to soft services and Service Desk deliverables;
- Monitor and review the regular processes under her/his authority and ensure their effective and efficient operation;
- Manage the development and maintenance of the facilities management IT tools.
- Manage the services provided to conferences and large meetings at the ICC Headquarter Premises_
- Oversee the conference and meeting room bookings at the ICC Headquarter Premises and ensure adequacy of room allocations;
- Liaise with the internal and external conference organisers and ensure timely submission of requirements; Liaise with in
- and external support service providers such as logístical support, audio-visual services, ICC security and catering services, plan and ensure timely and successful service provision;
- Supervise the provision of the required set-up arrangements inside the conference facilities.
- Procurement of services_
- In support of the Head of FMU, raise all FMU purchase requisitions and ensure subsequent documentation in SAP and procurement processes;
- Ensure that appropriate codes have been used in the procurement cycle (implementation, monitoring and control);
- Develop Scopes of Works to procure the services required;
- Perform technical evaluation of quotations and proposals and recommend acceptance of the most advantageous offer.
- Management procedures for the Facilities Management Unit_
- Draft and submit workflows, schedules, operating procedures, etc. r
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